HomeMy WebLinkAboutReso 193-13 Housing Services RESOLUTION NO. 193 - 13
A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF DUBLIN
* * * * * * * * * * *
APPROVING A CONSULTING SERVICES AGREEMENT WITH PACIFIC MUNICIPAL
CONSULTANTS (DBA PMC) FOR HOUSING SERVICES
WHEREAS, on May 31, 2013, the City Manager entered into an Agreement with PMC for
housing services in an amount not to exceed $40,000 (per DMC 2.36.050); and
WHEREAS, the scope of services included assistance with day-to-day administration of
housing programs during a staffing transition and a review of existing processes and
procedures; and
WHEREAS, funding allocated for the initial contract has been expended; and
WHEREAS, there is a need for additional services from PMC to continue to provide
support for day-to-day operations, provide training assistance for new staff, implement the
results of the initial process review, and develop new processes and procedures to ensure the
program remains contemporary.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Dublin
authorizes the City Manager to execute a new standard Consulting Services Agreement with
PMC to obtain the services described in the Scope of Work dated November 5, 2013 (Exhibit
PASSED, APPROVED AND ADOPTED this 19th day of November, 2013, by the
following vote:
AYES: Councilmembers Biddle, Gupta, Hart, Haubert, and Mayor Sbranti
NOES: None
ABSENT: None
ABSTAIN: None �✓ �/
Mayor
ATTEST:
City Clerk
Reso No. 193-13,Adopted 11-19-13, Item 4.3 Page 1 of 1
PMC®
November 5, 2013
Amy Cunningham,Assistant to the City Manager
CITY OF DUBLIN —COMMUNITY DEVELOPMENT DEPARTMENT
100 Civic Plaza
Dublin, CA 94568
RE: PROPOSAL FOR HOUSING SERVICES
Dear Ms. Cunningham:
PMC is pleased to provide you with this proposal to assist the City of Dublin in evaluating and preparing
updates to the City's First Time Homebuyer Loan Program and Inclusionary Program materials and to
continue to provide on-site assistance in the City's Housing Division.
The City of Dublin has a robust housing program with well over 1,000 below market-rate units and an
active loan program. Since June 2013, PMC has worked as an extension of City staff to administer and
improve program components. PMC will utilize our understanding of Dublin housing programs, as well
as our experience with assisting other California jurisdictions, to build upon and refine existing
guidelines and materials.
Kim Obstfeld, senior housing planner, will continue to provide regular on-site assistance and will serve
as the lead and day-to-day contact in the review and update of housing program materials. Jennifer
Gastelum, project manager, will provide project direction and oversight. Additional PMC staff resources
will include loan specialist Rosa Camacho-Chavez,graphic designers,technical editors,and administrative
staff.
We greatly appreciate the opportunity to continue to work with you and look forward to beginning
work on this exciting project. Please contact Jennifer Gastelum at (916) 231-2268 or Kim Obstfeld at
(5 10) 410-9960 if you have any questions or need additional information.
Sincerel ,
'I , //Philip O. Carter Jennifer Gastelum
President Project Manager
PPOC:ko:ac:jm
P:1Califomia,State ofDublin,City of\Pl 3-0423 Housing Program Staffing Services\New Contract_Oct 2013
2729 Prospect Park Drive,Suite 220•Rancho Cordova,CA 95670•P:(916)361-6364•F:(916)361-1574
Amy Cunningham,Assistant to the City Manager
November 5,2013
Page 2
FIRM PROFILE
Pacific Municipal Consultants (dba PMC) is a California S-Corporation providing planning, environmental,
and municipal services to public agencies, special districts,and public-oriented organizations. PMC serves
the needs of cities, counties, and other governmental agencies by providing a range of municipal support
and management services through our offices in Chico, Long Beach, Monterey, Oakland, Rancho
Cordova, San Diego,and San Luis Obispo.
PMC has successfully completed over 2,100 projects providing services to more than 800 public
agencies since our establishment in 1995. PMC today consists of over 100 staff members including
environmental planners, urban designers, city planners, sustainability and climate change planners,
community engagement and facilitation specialists, and other technical specialists.
HOUSING AND COMMUNITY DEVELOPMENT TEAM
PMC offers the experience and skill of its Housing and Community Development team to administer
housing and community development programs and to develop and implement grant-funded programs.
The PMC Housing and Community Development team has worked with more than 70 agencies to
develop and implement effective housing and community development projects, programs, and plans.
PMC administers every aspect of federal, state, and local grant programs, including design, delivery, and
compliance. We have worked with state (HCD) and federal (HUD) program staff on a broad range of
programs and projects as well as numerous local committees on community-initiated programs. With a
passion for the provision of services to target populations, PMC serves as a partner in delivering grant-
funded services to the community.
Our team has extensive,directly relevant experience including the following
• Preparation of grant applications for Community Development Block Grant (CDBG), HOME,
state bond funds, and a broad range of community development funding
• Administration of grant programs for cities and counties throughout the state
• Housing policy development, program design, implementation,and administration
• Affordable housing portfolio management
• Affordable housing trust fund management
• Special studies involving inclusionary housing policies, including in-lieu fees
• Housing condition surveys
• Labor compliance—federal labor standards and Davis-Bacon wage and hours compliance
• Program and project compliance monitoring—CDBG, HOME, LIHTC, NSP
• Relocation services
PROJECT OVERVIEW AND UNDERSTANDING
The City of Dublin has a robust and active housing program that includes ownership, rental, and
restricted secondary below market rate (BMR) units developed as a requirement of the City's
inclusionary housing ordinance, as well as a First Time Homebuyer Loan Program. The City has
benefitted from over 10 years of administering the inclusionary program and seven years of managing
the loan program, during which the City has developed detailed guidelines, procedures, and supporting
materials for both programs.
The inclusionary program guidelines, last updated in 2009, provide detailed guidance for developers,
potential and existing owners and renters of BMR units,and City staff.While the guidelines are generally
Amy Cunningham,Assistant to the City Manager
November 5,2013
Page 2
comprehensive, they could benefit from an update to reflect lessons learned from administration of the
program, recent legal opinions, and current best practices in local housing program administration.
Additionally, the organization and format of the guidelines and related materials could be updated to
improve clarity and usability.
The City is seeking to update the First Time Homebuyer Loan Program guidelines, underwriting
standards, and other related materials in a manner similar to that of the inclusionary guidelines. Updates
to these procedures and materials are intended to clarify and streamline the review process and ensure
that eligibility standards are reasonable and adequate to protect the City's assets.
In addition, the City is seeking continued on-site assistance with the management and administration
housing programs. The Housing Division is in a time of flux, with a new staff member and pending
potential changes to the role of the Tri-Valley Housing Opportunity Center in Housing Division
operations.
SCOPE OF SERVICES
TASK I HOUSING PROGRAMS UPDATE AND REVIEW
PMC will review the inclusionary and First Time Homebuyer Loan Program materials for accuracy,
consistency, and continued relevance and appropriateness. PMC will identify potential updates and
revisions based on issues and concerns as noted through ongoing program implementation, as well as
current best practices from other cities and recent legal opinions.
PMC will summarize recommended changes and updates in a memorandum to City staff. Following
review of the memo by staff, we will draft recommended changes to program guidelines in "tracked
changes" mode and prepare draft and final supporting program materials such as forms, disclosures, and
pamphlets.
Task I.I: First Time Homebuyer Loan Program
PMC will review and update program materials, which include program guidelines, underwriting
standards,and forms, contracts,and disclosures.
Potential updates may include, but are not limited to:
• Clarifying the equity share provisions at the end of the affordability restriction period for BMR
homes.
• Clarifying the equity share provisions as they relate to refinances for market rate homes.
• Establishing and documenting a statement of purpose and set of findings to guide the loan
committee (clarify in guidelines and program materials that the committee decision is
discretionary).
• Ensuring that loan program materials fully disclose potential payments due to the City,
particularly as a result of equity share provisions (this should specifically be addressed in the
good faith estimate and truth in lending statement).
• Clarifying qualification stipulations such as the impact of short sales and deferred loans.
• Reformatting and rewording program support documents,as appropriate to improve clarity.
Task I.I Deliverables: Memorandum, draft and final guidelines, draft and final underwriting standards,
draft and final disclosures,forms and pamphlet.
Amy Cunningham,Assistant to the City Manager
November 5,2013
Page 2
Task 1.2: Inclusionary Housing Program
PMC will review and update program materials, which include guidelines to the Inclusionary Zoning
Ordinance Regulations, application packets, and forms and contracts.
PMC will identify and recommend changes to address issues,which may include but are not limited to:
• Reformatting guidelines and support materials to improve usability and clarity, particularly for
current and potential BMR unit owners/occupants.
• Adding and improving figures and examples.
• Verifying the impact of recent court decisions as they relate to existing and future inclusionary
units.
• Clarifying unit qualification stipulations and requirements.
• Clarifying the equity share provision at the end of the affordability term for BMR units (included
in the regulations but not the agreement).
Task 1.2 Deliverables: Memorandum, draft and final guidelines, draft and final forms and
pamphlets
TASK 2 HOUSING PROGRAM MANAGEMENT AND ADMINISTRATION
PMC will continue to work on-site with City staff for four to eight hours per week to:
• Qualify applicants for BMR units and first time homebuyer loans, prepare analysis and
paperwork relating to BMR unit resales and refinances, and consult with buyers of units with
income-restricted second units.
• Assist with annual rental and secondary unit monitoring.
• Improve BMR tracking through preparation and maintenance of an inclusionary program
snapshot summarizing the number,type, location,and expiration of BMR units.
• Identify and implement strategies to improve Housing Division organization and processing
procedures.
Amy Cunningham,Assistant to the City Manager
November 5,2013
Page 2
COST ESTIMATE
The cost to complete the above scope of work is not to exceed $45,000 to be billed on a time and
materials basis. This estimate includes one day of on-site service to be provided by Kim Obstfeld from
the first week of November 2013 through the end of June 2014. While there may be some overlap
between Tasks I and 2—time in which Ms. Obstfeld may work on review and updates to the First Time
Homebuyer Loan Program and Inclusionary Program while on site at the City—the budget allows
adequate hours for the majority of program update work to be completed outside of City hours with
the assistance of support staff.
Hourly rates include the costs of routine travel required to complete the work during normal business
hours. PMC bills in quarter-hour increments. Invoicing is monthly.
PMC will provide services to the City of Dublin at the following hourly rates.
Jennifer Gastelum, Project Manager $145
Kim Obstfeld, Senior Housing Planner $100
Rosa Camacho-Chavez, Grant/Loan Specialist $85
Technical Editor/Graphic Designer $85
Formatting and Administration $65
KEY STAFF
JENNIFER GASTELUM, PROJECT MANAGER
Ms. Gastelum has more than 12 years of experience on projects throughout California, Nevada, and
Washington. She is experienced in managing the preparation of Housing Elements, consolidated plans,
and other housing policy documents. Her most recent housing policy experience includes Housing
Element updates for over two dozen California cities during the 4th round update cycle. She recently
assisted the communities of Alameda and Oxnard with bringing their Housing Elements into compliance.
She is currently managing 5th round updates for the cities of Ontario, Auburn, Temecula, Roseville, and
for Imperial County. She has developed affordable housing best practices strategies, which included
inclusionary housing recommendations and identifying zoning and infill incentives.
KIM OBSTFELD, HOUSING PLANNER
Ms. Obstfeld's experience and expertise includes Housing Element project management, housing
condition surveys, on-call housing-related services including inclusionary program preparation,
stakeholder outreach and public facilitation, specific and master plan preparation, and zoning ordinance
update task management. She works closely with clients and team members throughout all project
phases, including research, analysis, technical writing, editing, graphics, and presentations. Ms. Obstfeld
has a thorough knowledge of state Housing Element law and has worked on Housing Element updates
for the cities of Richmond, Pacific Grove, Atascadero, Benicia, Grover Beach, and Pismo Beach. In
addition, she recently served as task leader for the Downtown Soledad Specific Plan and Form-Based
Code and the Merced Bellevue Corridor Community Plan and worked on zoning code updates for the
cities of Pacific Grove, Petaluma, Kingsburg, Mesa, and Flagstaff. Currently, Ms. Obstfeld is working on
Amy Cunningham,Assistant to the City Manager
November 5,2013
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5th cycle Housing Element updates for the cities of Alameda, West Sacramento, Twentynine Palms,
Coachella, and Calimesa.
ROSA CAMACHO-CHAVEZ,GRANT/LOAN SPECIALIST
Ms. Camacho-Chavez is based in PMC's Monterey office. She has extensive experience administering
housing projects. Her current responsibilities include assisting with the administration of the City of
Gonzales's HOME-funded owner-occupied housing rehabilitation program, as well as Soledad's HOME-
funded first-time homebuyer program, and underwriting deferred payment second mortgages for
Imperial County's NSP-funded first-time homebuyer program. Other housing programs assignments for
which Ms. Camacho-Chavez has provided project management services include the cities of Elk Grove,
Greenfield, and Seaside and Monterey County. She is a native Spanish speaker and a bilingual translator
of spoken and written word. She has translated public notices, housing condition online surveys,
Housing Element updates, housing needs assessments, housing market studies, and relocation assistance
notices.
ADDITIONAL STAFF RESOURCES
The above list represents the staff which PMC anticipates will be required; however, it is possible that
the need for additional staff may arise. Therefore, PMC may assign additional staff types as necessary to
complete the services required under this agreement. Compensation rates for additional staff types will
be determined by PMC and will be consistent with the rates listed herein.
Amy Cunningham,Assistant to the City Manager
November 5,2013
Page 2
REFERENCES
Joseph Wood, Neighborhood Services Division Manager
City of Lodi, Community Development Department
221 W. Pine Street
Lodi, CA 95241-1910
(209) 333-6711
jwood @lodi.gov
Andrew Thomas,AICP, Planning Manager
City of Alameda
2263 Santa Clara Avenue, Room 190
Alameda, CA 94501
(510) 747-6881
athomas @ci.alameda.ca.us
Esperanza Colio, Community and Economic Development Manager
Imperial County
940 W. Main Street, Suite 203
El Centro, CA 92243
(760) 482-4986
esperanzacolio @co.imperial.ca.us
Reed Flory, Housing Services Administrator
City of Rancho Cordova
2729 Prospect Park Drive
Rancho Cordova,CA 95670
(916) 851-8784
rflory@cityofranchocordova.org
Lisa Brinton, Redevelopment Project Manager
City of Seaside
440 Harcourt Avenue
Seaside, CA 93955
(831) 899-6883
Ibrinton @ci.seaside.ca.us